Bellerive Hoi An Hotel & Spa

• Set-up and coordinate meeting schedules.

• Takes down minutes of the meetings (sales meetings, daily briefing) and other meetings as maybe required by the Head of Sales.

• Responsible in answering telephone calls and taking reservation inquiries either from travel agents, corporate accounts or social events.

• Performs general clerical duties to include but not limited to photocopying, faxing, emailing and filing.

• Routing of the banquet event order, action memo and or amendment forms to all concerned departments and other sales memo.

• Responsible in contacting the supplies of the banquet functions and placing order for the amenities indicated in the packages.

• In case the sales manager/account managers/sales executives are out on sales calls, the sales secretary/coordinator is advised to prepare a proposal for urgent inquiries only.

• Handles all incoming calls and guest’s inquiries in the absence of the sales team and channels to the concerned department if the inquiry requires immediate action.

• Carries out office mailing and filing in a timely fashion.

• Prepares Purchase Requests/requisitions for stationeries and office supplies.

• Prepares Sales Kits.

• Maintains an organized, systematic and updated filing system (hard copies and hard disk back up), in order to ensure easy accessibility to required data and avail loss of data from the hardware.

• Assists in the ocular inspection of walk-in guests or scheduled clients ocular visit

• Coordinates employees travel (air/land/lodging, etc) to and from marketing related conventions/exhibitions and sales blitzes.

• Coordinates with Marcom to facilitate marketing functions (brochures, trade shows)

• Responsible in keeping the sales office clean and properly maintained

• Ensure the office equipment are in working order.

• Reminds DOSM and Sales Teams members of important appointments, sales trainings, meetings.

• Maintains adequate stock of office supplies and initiates requisition

• Dispatches letters, documents and parcels to be sent by mail or courier.

• Be up to date with all F&B activities and special promotions.

• Maintains and replenishes brochures, fact sheets, F&B Flyers

• Ensure that the S&M month end report is accomplished and submitted on time

• Makes a thorough check on the premises and operating equipment to determine cleanliness and orderliness.

• Flexible to adapt to sudden increase in working hours if and when working demand arises.

• Ensure comprehensive and up to date knowledge of properties’ unique selling points, features, amenities, services and policies.

• Ensure that Policies and Standard Operational Procedures are adhered to at all times.

• Attends departmental and communication meeting as requested by Department Head.

• Performs common and related duties and special projects as may be assigned.

Trao đổi trong quá trình phỏng vấn

Experience

• Minimum of two years in similar capacity

• Familiar with sales and marketing activities as well as hotel operations in general

Skills and Knowledge

• Strong user knowledge of Microsoft Outlook, Microsoft Office

• Proficient in English language both written and verbal

• Computer skills

• Good teamworking skills and able to work effectively and contribute in a team

• Good presentation and influencing skills

• Good interpersonal skills with ability to communicate with guests and fellow employees from all levels

• Flexible and able to embrace and respond to change effectively

• Self-motivated and energetic

• Ability to work independently and has good initiative under dynamic environment

Education or Qualification:

• Completion of a degree in Hotel/ Business, Marketing, Economics and Management Course or equivalent